Follow-up calls and expiry reminders in Google Calendar
The best time to call is just after the client reads the proposal; the last chance is just before it lapses. Two Zaps put both in your calendar with a time attached.
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- Building QuoteCloud since 2013
With QuoteCloud's Zapier app (Essentials and up), Recipient First Viewed Document plus Formatter by Zapier and Create Detailed Event books a call for the next morning. For expiry, send the quote with a Zap: Send Document sets Document Expires At, and the same Zap adds a reminder two days earlier.
Last reviewed by the QuoteCloud team
Two overlapping panels with sample data. Behind, Tallowood Learning Co.'s program proposal TL-1184 for Leila Hassan of Harrowgate Health Partners, with its activity: sent Monday 19 October at 2:40 pm, first viewed by Leila at 6:12 pm, a follow-up call added to Google Calendar through Zapier, seats changed, signed and the deposit paid. In front, an illustration of that calendar event: Call Leila Hassan, TL-1184, Tuesday 20 October 2026 from 10:00 to 10:20 am, with a video call link, in Bec Lawson's calendar.
Why put follow-ups in the calendar?
Tallowood Learning Co. sends leadership programs to HR and people leads. Client services coordinator Bec Lawson knows the call that wins them is the one made the morning after the proposal is read, while the questions are fresh.
QuoteCloud already tells her when a proposal is opened. A Zap turns that moment into a booked call in her day, and another makes sure no approved proposal reaches its expiry date without a nudge.
- Recipient First Viewed Document fires once, the first time an identified recipient opens it.
- The call's time is the view time moved to 10:00 the next morning with Formatter by Zapier.
- The expiry reminder only uses a date the Zap itself set, so it's always right.
How do I book a follow-up call when a proposal is opened?
ZapFirst viewed: book the call
-
When
QuoteCloudTriggerRecipient First Viewed DocumentFires the first time an identified recipient opens the document.Passes on
- Recipient name
- Document title
- Document number
- Viewed time
-
Then
Formatter by ZapierActionDate / TimeAdds one day to the view time; the event starts at 10:00 that day.Mapped in
- Viewed time
-
Then
Google CalendarActionCreate Detailed EventMapped in
- Calendar: Bec Lawson
- Summary: Call Leila Hassan · TL-1184
- Start / End Date & Time
- Add Conferencing?: Yes
- Description
- Minutes Before Reminders: 10
Leila Hassan opens TL-1184 on Monday at 6:12 pm. By the time Bec opens her calendar on Tuesday, a 20-minute call is waiting at 10:00 am, with a video link and the proposal's title in the description. Leila signs on Thursday.
Result
Every proposal that gets read gets a call, at a sensible hour, without anyone watching for the notification.
QuoteCloud's Zapier app: Essentials and up
Training proposals for education providersThe call, in Bec's week
The Zap writes to the calendar you pick in its Calendar field, here Bec's own. For a team, give each rep's calendar its own Zap, or route by document owner with Paths by Zapier.
The Google account connected in Zapier needs edit access to each calendar it writes to.
Bec Lawson Client services coordinator
19 – 23 Oct 2026Mon 19
- 9 am – 9:30 amTeam stand-up
- 1 pm – 2:30 pmScope · Marlow Valley Water
Tue 20
- 10 am – 10:20 amCall Leila Hassan · TL-1184Added by a Zap
- 1 pm – 4 pmFacilitator briefing
Wed 21
- 9 am – 12 pmWorkshop · Saltmeadow
Thu 22
- 2 pm – 2:30 pmKick-off planning · TL-1184
Fri 23
- 10 am – 11 amProposals review
Illustration · sample data, not Google Calendar's screen
How do I get a reminder before a quote expires?
Send the quote from a Zap, so the Zap knows the expiry date it set. Here the Zap sends each proposal the moment its approval is accepted.
ZapApproved: send, then remind before expiry
-
When
QuoteCloudTriggerDocument Review AcceptedThe approval workflow has accepted the document (Approval Workflow: Business).Passes on
- Document number
- Document title
- Accepted time
-
Then
Formatter by ZapierActionDate / TimeThe accepted time plus 30 days, at 5:00 pm: the expiry.Mapped in
- Accepted time
-
Then
QuoteCloudActionSend DocumentMapped in
- Document Number
- To
- Email Subject
- Document Expires At: the expiry
-
Then
Formatter by ZapierActionDate / TimeThe expiry minus 2 days, at 9:00 am.Mapped in
- The expiry
-
Then
Google CalendarActionCreate Detailed EventMapped in
- Calendar: Bec Lawson
- Summary: TL-1192 expires Fri · call Priya Desai
- Start Date & Time: the reminder
- Description
No approval workflow? Use any Zap that sends: the expiry is whatever the Send Document step sets. For quotes your team sends by hand, use QuoteCloud's Expiring Soon smart filter, or a call after Document Expired (below).
Imogen Hartley approves the 12% two-cohort discount on TL-1192 on Wednesday 28 October. The Zap sends it to Priya Desai with an expiry of Friday 27 November at 5:00 pm, and Bec's calendar gets a 15-minute reminder on Wednesday 25 November at 9:00 am.
Result
Each quote the Zap sends carries its own reminder, on a date that can't drift from the real expiry.
QuoteCloud's Zapier app: Essentials and up · Approval Workflow: Business
The reminder, two days out
Bec's week of 23 November: the reminder on Wednesday morning, and the expiry itself as a marker on Friday afternoon, both from the same Zap.
Want the reminder only if it's still unsigned? Swap the calendar steps for Delay by Zapier's Delay Until, then QuoteCloud's Find Document Status and a Filter. Zapier holds a delayed task for up to 30 days, so this suits validity periods shorter than a month.
Bec Lawson Client services coordinator
23 – 27 Nov 2026Mon 23
- 9 am – 9:30 amTeam stand-up
Tue 24
- 9 am – 4 pmWorkshop · Harrowgate cohort 1Northgate site
Wed 25
- 9 am – 9:15 amTL-1192 expires Fri · call Priya DesaiAdded by a Zap
- 1 pm – 2:30 pmProgram design · Ardenvale
Thu 26
- 10 am – 11 amFacilitator 1:1s
Fri 27
- 4:30 pm – 5 pmTL-1192 expires 5 pmAdded by a Zap
Illustration · sample data, not Google Calendar's screen
Quotes sent by hand: see them in QuoteCloud
When your team sends from QuoteCloud, no Zap set the expiry, so this page doesn't build a calendar reminder from it. QuoteCloud's dashboard has an Expiring Soon smart filter that lists documents nearing their expiry date.
And once a quote does expire, a Zap on Document Expired can put a call to revise it in the rep's calendar for the next morning; Duplicate or Revise Document can prepare the new version.
The Expiring Soon filter in the user guide3 proposals expire in the next 7 days
- Leadership Essentials, two cohortsMarlow Valley Water · TL-1192 Expires Fri 27 Novin 2 days Awaiting signature
- Business writing essentialsSaltmeadow Logistics · TL-R-3074 Expires Mon 30 Novin 5 days Awaiting signature
- Feedback that lands, team sessionNorthbay Credit Union · TL-1201 Expires Tue 1 Decin 6 days Awaiting signature
Field map for the follow-up Zaps
| Google Calendar: Google Calendar field | Direction | QuoteCloud: QuoteCloud field | Goes into | Example (sample data) | Note |
|---|---|---|---|---|---|
| First viewed: book the call | |||||
| Summary | QuoteCloud to Google Calendar | Recipient name + document number | Document field | Call Leila Hassan · TL-1184 |
|
| Start Date & Time | QuoteCloud to Google Calendar | Viewed time + 1 day at 10:00, via Formatter | Formatter | Tue 20 Oct 2026, 10:00 am |
|
| Description | QuoteCloud to Google Calendar | Document title | Document field | Leadership Essentials for Harrowgate Health Partners |
|
| Add Conferencing? | QuoteCloud to Google Calendar | A fixed value | Event field | Yes |
|
| Approved: send, then remind | |||||
| Start Date & Time | QuoteCloud to Google Calendar | The expiry the Zap set − 2 days at 9:00, via Formatter | Formatter | Wed 25 Nov 2026, 9:00 am |
|
| Summary | QuoteCloud to Google Calendar | Document number + recipient | Document field | TL-1192 expires Fri · call Priya Desai |
|
All values are sample data. The expiry itself is a QuoteCloud field the Zap sets: Send Document's Document Expires At, the accepted time plus 30 days at 5:00 pm (Fri 27 Nov 2026), made with Formatter by Zapier.
Variations on these recipes
A message instead of an event
Swap Create Detailed Event for a Slack message or Microsoft Teams message if your reps live in chat.
Invite the client to the call
Map the recipient's email into Attendees and Google Calendar sends them the invitation, video link included.
Expired: call to revise
Document Expired → Formatter (next morning) → Create Detailed Event. Add Duplicate or Revise Document to prepare the new version.
Build it in Make instead
Bring your own: Make's built-in OAuth connection to QuoteCloud and QuoteCloud's API or Zapier endpoints, beside Make's own Google Calendar steps.
Call while it's fresh
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test the follow-up Zap with a sample proposal.
Build the follow-up Zap in five steps
Start with Recipient First Viewed Document
In Zapier, choose QuoteCloud's trigger and open a test proposal as an @example.com recipient to get test data.
Pick the call time
Add Formatter by Zapier's Date / Time to add a day to the view time; set the event to start at your call hour.
Create the event
Add Google Calendar's Create Detailed Event in the rep's calendar, with the recipient and document number in the summary.
Add a video link and a reminder
Set Add Conferencing? to Yes and a reminder a few minutes before, or keep the calendar's defaults.
Test, then switch it on
Check the event lands at the right local time, then turn the Zap on.
Questions about follow-ups and expiry
Can QuoteCloud add a follow-up call to Google Calendar when a quote is opened?
Yes, through a Zap. QuoteCloud's Recipient First Viewed Document trigger fires the first time an identified recipient opens the document; Formatter by Zapier moves the time to the next morning, and Google Calendar's Create Detailed Event books the call in the rep's calendar, with a video link if you like.
Can a quote's expiry date go in the calendar?
Yes, when a Zap sends the quote. Send Document has a Document Expires At field, so the Zap knows the date it set and can add a reminder two days earlier in the same run. For quotes sent by hand, use QuoteCloud's Expiring Soon smart filter, or a call after Document Expired.
Can the reminder skip quotes that are already signed?
Yes. Instead of an event booked ahead, use Delay by Zapier's Delay Until to wait until two days before expiry, then QuoteCloud's Find Document Status and a Filter, so only unsigned quotes create the reminder. Zapier holds a delayed task for up to 30 days.
Does the follow-up fire every time the client opens the quote?
No. Recipient First Viewed Document fires once per identified recipient, the first time they open it, so a client re-reading the proposal won't fill your calendar with calls. Each identified recipient who opens it can trigger their own call.
More on QuoteCloud and Google Calendar
Four use cases with the exact Zapier steps, then how to connect, where the dates come from and what it costs.
- Book the work when the quote is signedWhen every signer has signed, a Zap books the install on the date the client chose, with the client invited.
- Hold, confirm and release event datesA sent proposal pencils the date, a signature confirms it and books the tasting, an expired one releases it.
- Draft proposals from calendar meetingsWhen a site visit or discovery call ends in Google Calendar, a Zap drafts the proposal with the meeting's details.
- Connect Google Calendar to QuoteCloud, step by stepCheck the plan, connect both apps in Zapier, build and test the first Zap, or build it in Make.
- Where the dates come from, and the field mapData items, form answers and trigger times, shifted with Formatter, and every field the Zaps map.
- What QuoteCloud with Google Calendar can and can't doWhat the Zaps do, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Google Calendar connection costsEssentials and up for Zapier; only the meeting-to-proposal Zap creates documents that carry a fee.
- FAQAnswers to the questions teams ask before connecting QuoteCloud and Google Calendar.
Opened tonight. Called tomorrow.
Start a free 14-day trial and build the Zap that books your follow-up calls the moment proposals are read.